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HomeMy WebLinkAboutDocumentation_Regular_Tab 8F_5/11/1995 p Memorand um To: Village Council From: Thomas G. Bradford, Village Manager Date: May 4, 1995 Subject: Proposal for Professional Services Associated with the Village' s Code Compliance and Facility Assessment Program; Agenda Item As you know, the Village Council allocated funds in the current fiscal year totaling $38, 000 to undertake work for the Village ' s Facilities Needs Assessment. $19, 000. was allocated in the Village Capital Improvement Fund and $19,000 allocated within the Water Enterprise Fund Retain Earnings Account. The Village is in need of the following relative to its facilities : 1 ) We need an interim plan to enable the Village to bring our facilities up to code relative to life safety, indoor air quality and the Americans with Disabilities Act (ADA) . 2 ) Development of a Master Plan using Village property, assuming it is sufficient, to provide sufficient facilities to house the Police Department, Fire Department and Administration. It should be noted that the interim plan relative to code compliance may cause the Village to secure. commercial space on a temporary basis . Furthermore, it should also be noted that the Village has allocated funds to construct the central garage off of Bridge Road that will provide office space, employee space for Public Works and Water personnel, storage and housing for tools, equipment and some vehicles . This later project is of major importance to the Village and should be approved as soon as possible as it will have a positive impact on conditions at the Village Hall property. Phil Crannell, an architect with Gee & Jenson, has reviewed our . facilities previously to determine what our total space needs - were in the event that we were to have new facilities . Therefore, Gee & Jenson is the logical choice to expound upon that previous work and undertake the pressing needs of the Village as indicated above. It is important to approve this proposal at this time so that sufficient time will be available to allocate any funds to address recommendations for the facility program provided to and approved by the Village Council . It is recommended that the . Village Council approve the Gee & Jenson professional service proposal as indicated herein. 1 TGB/cm GEE&JENSON Engineers-Architects-Planners,Inc. One Harvard Circle Welt Palm Beach.FL 33400 Telephone(407)653-3301 Fox(407)606-7446 May 4, 1995 Village of Tequesta P.O. Box 3273 Tequesta, FL 33489-0273 Attention:\ Mr. Tom Bradford Reference: Proposal for Professional Services Associated with the Village's Code Compliance & Facility Enhancement Program. Dear Tom: In accordance with our previous meetings, and from review of.Information attached to your letter of April 27, 1994 I've prepared this revised proposal for professional services to assist the Village in the code upgrade, and physical enhancement of its faclflties. Certairraspects of these services have been partially accomplished in prior assignments. In those cases we will rely on the product of those efforts to accelerate the completion of this stage of our services. Our professional services will be performed in accordance with Section 2.1 (General Consulting Services) of our annual agreement between the Village of Tequesta and Gee&Jenson, dated October 31, 1989. The scope of services in the proposal is divided into two phases, Phase 1 a Life Safety and Code issues Section and Phase 2 a Facility Upgrade Program Section. SCOPE OF SERVICES Phase 1: UFE SAFETY AND CODE ISSUES: 1. Report and Records Reviews: Review ADA compliance audit of administration and public works facilities prepared by the National League of Cities' Center for Education and Information Services. Review Department of Corrections Inspection report of Police Facility and Village of Tequesta Department of Frre Rescue Services report on Village facilities. Reviews will focus on understanding extent of items identified in reports and development of programs for resolution relative to: • Life Safety • IAQ ADA 1. Cost Estimates: Quantify code compliance cost impact for categories above. Village of Tequesta Attn: Mr. Tom Bradford Page 2- May 4, 1995 2. Implementation Schedules: Prepare an implementation schedule for each issue of Item 1. 3. Mitigation: Evaluate options for mitigation of compliance cost impact by use of: Temporary compiance waivers Department relocations Relocation in occupancy Development of new facility 4. Short Term Compliance: Identify immediate options for code compliance actions that will allow for improvement over existing conditions until permanent corrections can be accomplished. Options for corrective action may include: • Relocation of files and storable material • Modification of workstation arrangements • Heating, ventilation, and air-conditioning adjustments • Relocation of services requiring accessibility to locations that require no adjustments to comply with ADA criteria 5. Police Facility: For the Police facility, prepare a compliance program and cost estimate for the firs code violations identified In the Department of Corrections Inspection Report. 6. Conduct a preliminary meeting with Village Staff to review findings. 7. Finalize study and submit and present report on options to Village Council. Phase 2: MASTER PLANNING AND FACIUTY UPGRADE PROGRAMS: Utilizing data developed in Phase 1 and program approvals granted by Village,evaluate.various Master Planning and facility upgrade options that go beyond addressing only code compliance' issues. 1. A New Public Safety Facility: Study conversion of existing Village Hag and Public Works Facility to a new Public Safety Facility housing the Police&Fire Departments. Prepare a conceptual site plan and floor plans illustrating the proposed solutions. • 2. Long Term Facility Master Plan: Utilizing data collected during prior meeting with Village staff, and combined with standard space and planning criteria for similar usage categories, prepare a master plan to accommodate the future facility needs of the Village. Study area for the master plan will be a combined land area that Includes the current Village Hall, Garage and Utilities Department along with the adjacent park property to the east. A related cost estimate detailing the site and facility construction cost associated with the proposed master plan will be prepared. Village of Tequesta Attn: Mr. Tom Bradford Page 3-May 4, 1995 3. Near Term Modifications to Facilities: Identify areas In existing fealties that can be physically modified to comply with current code requirements without Impacting the designs proposed In the master plan proposals for the Village's future facility needs. Provide cost estimates for modifications and Improvements. 4. Comprehensive Facility Modifications: Upgrade and modify existing facilities to conform to contemporary facli ty standards relative to the following issues: • Codes • Efficiency • Accessibility • Work Environment 5. Conduct a preliminary meeting with Village Staff to review findings. 6. Present findings to Village Counal Foes to Be Paid Compensation for Phase 1;will be hourly in accordance with our agreement A budget of Ten Thousand Dollars($10,000)is planned. Compensation for Phase 2;will be hourly In accordance with our agreement A budget of Twenty Four Thousand, Five Hundred Dollars($24,500)is planned. In addition to the fees specified above,Gee&Jenson shall be reimbursed for direct nonsalary expenses, including, but not limited to, data processing, equipment rental, automobile travel at $0.33 per mile, $0.55 per mile for four-wheel drive and trucks, commercial air travel at cost, long distance telephone, subsistence, printing and reproduction, plus Florida sales taxes, if applicable. Time Schedule Time required for completion of Phase 1,will be Thirty(30) days after receipt of notice to proceed. Time required for completion of Phase 2, Items 1-6, will be Sixty(60)days after completion of Phase 1. 0411 Village of Tequesta Attn: Mr. Tom Bradford Page 4- May 4, 1995 Tom, as soon as we develop our cost estimates they will be forwarded to you immediately. We understand the importance of your deadline and will do all we can to meet your July budget schedule. I look forward to working with you and your staff on this critical program to upgrade the Villages facilities. • • It Philip A. Crane ' A Senior Vice President PAC:tvb 50:101.00 GACRANNIELLIBRADFORD.504